Business Support Coordinator

What you’ll do

• Provide administrative support to senior leaders within the Leadership team (who are primarily based in PST timezone) including diary management, scheduling office meetings between teams, managers and departments, expense claims and end-to-end travel management.
• Work with the EA’s to coordinate the SLT’s annual events calendar and provide assistance when necessary. 
• Develop and maintain good working relationships within the group you support and the wider organisation and admin community 
• If required for your domain, raise and track required purchase orders for teams and assist by keeping track of contracts, recurring purchase orders and the receipting and payment processes for your EGM’s. 
• Support the Leadership Team by providing organisational event support including the setup and coordination of project meetings, workshops and events. Ensure all pre reads and resources are provided in a timely manner. 
• Provide onboarding support for new employees 
• Act as internal liaison between the Leadership team and other parts of the business to coordinate diaries, manage events, and resource planning. 
• Be a champion within the Leadership Team for global ways of working and communication.

Success looks like

• The Leadership Team is administratively well supported
• Diaries are managed effectively and keep in real time
• Travel is booked on time and with a level of care which means the traveler has a seamless experience
• Expenses are managed on time and within budget. Exceptions are escalated as appropriate
• Quality and accuracy of work is consistently excellent
• Team processes are well established and documented, and available to all teams
• A high degree of collaboration across the team (other Business Support Coordinators and Operations Managers) exists, with learnings and process improvements being shared and replicated, improving consistency and efficiencies across the functions

What you’ll bring with you

• Significant experience supporting Senior Executives in an administrative capacity
• Experience in building and maintaining excellent working relationships with people at all levels of the organisation
• A high level of integrity and experience dealing with confidential and sensitive information
• Experience in project or operations coordination
• Experience gained in a fast growth, global business highly regarded
• Proficiency with G-suite preferable, but not essential
• Demonstrated multitasking skills in dynamic and fast-paced environment
• Experience driving project and/or process change and improvement initiatives from concept through to delivery
• Ability to work collaboratively across a global business showing confidence working with multiple time zones 
• Highly organised, action orientated and detail-focused
• Ability to quickly build effective working relationships with others at all levels of the organisation 
• Competent at managing and facilitating business critical issues, prioritising conflicting needs proactively and with follow through 
• Comfortable behind the stage, supporting the person in the spotlight; thrive on helping others be their best selves and anticipating needs 
• Excellent communication skills, attention to detail and ‘can do’ attitude
• Good practical process management skills including documentation and continuous quality improvement disciplines 
• A flexible mindset combined with the ability to thrive in a dynamic and ambiguous environment - works well under pressure with minimal supervision
• Most importantly, a can-do attitude and willingness to roll sleeves up and help out where needed!